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Cloud Accounting A Theoretical Overview
Cloud Accounting A Theoretical Overview
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Abstract: Accounting, being the language of business, has been serving every trade ever since its beginning.
The practice of accounting has been improved significantly by the emergence of accounting software using the
cloud technology, which is one of the tremendous IT innovations over the last decade. Today the ever-changing
business world is becoming more and more competitive and sophisticated with the advancement of cloud
technology. Like other sectors of business, accounting has also embraced cloud computing solutions in order to
provide relevant and particular information as well as a real time overview of business for all stakeholders.
Although cloud accounting is becoming more and more common day-by-day, many business owners and
professionals are not quite sure about what it is, what its benefits are or how it will shape the future accounting.
This paper has been made in an attempt to provide a theoretical overview of cloud accounting covering its
concept, benefits, shortcomings, comparison with the traditional one and some other important aspects that may
shape the accounting profession in the coming years. In this paper the information has been collected and
prepared depending on the most recent studies and researches conducted by accounting professionals and
expert opinions.
Keywords: accounting, accounting software, cloud, cloud accounting, cloud technology.
I. Introduction
Accounting is an industry that is undergoing so much change, largely sparked by vast advances in
technology. The evolution of cloud accounting is changing customer expectations and accountants are
rethinking the way they operate to meet the new, often heightened, demands. People are ready to not be tied to
the paperwork in their business; they want to focus on the things they are most passionate about. Technology is
helping them find a better work/life integration. With cloud computing, businesses can have up to the hour, even
minute, financial information that can be fully accessible and managed by their accountant.
One of the biggest technological trends at the moment is the emergence of cloud technology. The cloud
is a platform to make data and software accessible online anytime, anywhere, from almost any device having an
internet connection. In cloud computing, users access software applications remotely through the internet or
other network via a cloud application service provider. Likewise, in cloud accounting, data is sent into “the
cloud”, where it is processed and returned to the user. All application functions are performed off-site, not on
the users’ desktop, which frees the business from having to install and maintain software on individual desktop
computers.
Traditional accounting software is generally bought as a product and installed on each user’s desktop
while, cloud accounting is provided as a service. When accounting data are accessed by companies via the
internet, they are buying the use of accounting software from an expertise service provider, and not the software
itself. Thus, Cloud accounting solutions are transforming the way that accounting applications are used and they
are modernizing the entire business environment. [1]
This study will provide a theoretical overview of various important issues pertinent to cloud accounting
at one place. The aim of the paper is to bring together the several facets regarding cloud accounting that could
enable the readers to understand the importance of cloud accounting in a business context and to show a
comparative view with the conventional accounting. Furthermore the study will try to explore the possible
shortcomings and potential changes of accounting in the forthcoming future. There is not so much paperwork or
academic literature available on this topic that could serve as an overview and provide much information. The
articles available are specifically technical reports, market analysis and surveys. The study is qualitative in
nature and information is gathered from the viewpoint of different business practitioners, especially the
accountants. A small number of published articles has also been examined to get a view of the researchers in
this are.
2.1: All cloud services are provided “as a service” and are offered in three forms- SaaS, PaaS and IaaS(Fig.-
2)[3].
2.1.1: SaaS (Software as-a-Service): The software deployment model, which is the highest form of services that
deliver special purpose software to the consumer to use the provider’s applications running on a cloud
infrastructure through the internet is referred to as Software as-a-Service. It is sometimes referred to as "on-
demand software" and is usually priced on a pay-per-use basis. This eliminates the need to install and run the
application on the cloud user's own computers, which simplifies maintenance and support. SaaS providers
generally price applications using a subscription fee. The main drawback of SaaS is that the users' data are
stored on the cloud provider's server.
2.1.2: PaaS (Platform as-a-service): The software deployment model whereby a computing platform is provided
as an on-demand service upon which applications can be developed and deployed is referred to as platform as-a-
service .It is built on the top of IaaS and joins with software as a service (SaaS) and infrastructure as a service
(IaaS), where application developers can develop and run their software solutions on a cloud platform without
the cost and complexity of buying and managing the underlying hardware and software layers.
2.1.3: IaaS (Infrastructure as-a-Service): The software deployment model where the basic computing
infrastructure of server, software, and network equipment’s are provided as an on-demand service upon which a
platform can be developed and execution of applications can be established is referred to as Infrastructure as-a-
Service. Its main purpose is to avoid purchasing, housing, and managing the basic hardware and software
infrastructure components, and instead obtain those resources as virtualized objects controllable via a service
interface.
2.2: There are four types of deployment models of cloud technology-
2.2.1: Private Cloud: The cloud infrastructure that is managed and operated for one organization only, so that a
consistent level of control over security, privacy, and governance can be maintained is called private cloud. It is
also known as Internal Cloud or on-premises Cloud. It may be managed by the organization or a third party and
may exist on premise or off premise.
2.2.2: Public Cloud: The cloud infrastructure that is made available to the general public or a large industry
group and is owned by an organization selling cloud services is called public cloud. It is also known as external
cloud or multitenant cloud.
2.2.3: Community Cloud: The infrastructure which is referred to as specialpurpose cloud computing
environments shared and managed by a number of related organizations participating in a common domain or
vertical market is called community cloud. It may be managed by the organizations or a third party and may
exist on premise or off premise.
2.3.4: Hybrid Cloud: The cloud infrastructures that is composition of two or more distinct cloud infrastructure
(private, community or public) but are bound together by standardized technology that enable data and
application portability is called hybrid cloud. It provides benefits of multiple deployment.[3]
4.5Team-Wide Availability
Cloud accounting benefits entire business teams because the data is available to all authorized users at
all times. It is easily scalable. Adding new users is simple—just by setting up an authorized profile and
password.. Even better, it makes collaboration easier. There is no more need to gather in one office and take
turns to reviewing important documents. All authorized users with access to the internet can see accounting data
simultaneously, from wherever they may be.[4]
Some companies – usually of large size with lots of sensitive data such as banks and healthcare institutions
- would benefit from keeping their data safe to home.[6]
By allowing working remotely while travelling, may be a matter of risk however, as unsecured Wi-Fi
connections may allow unwanted people to access the data. If someone owns a small company, a larger
online service may actually be able to provide with more security than s/he can mange by self
Many finance and technology leaders fear moving from an on-premises financial system to something
unfamiliar like Cloud ERP, holding concerns over the timing and process of software updates, ownership
and location of financial data, backup and recovery, availability, security, and getting used to a new system.
This is largely a fallacy. Much of the confusion about the Cloud is spread by legacy software vendors who
lack solutions with a true multi-tenant Cloud architecture. Many of the risks of moving to the Cloud put
forth by legacy vendors are unjustified.[7]
10 percent of firms have suffered a network failure or software lock-up that caused “major” downtime in
the past year. That is a lot of billable hours at stake, not to mention the potentially catastrophic fallout from
missed due dates or surprised clients.
Too many firms don’t back up their email safely. Too many have no policy to purge old files, or, if they
have a policy, too many don’t follow it.
Most firms don’t even have a regular upgrade schedule for their most critical servers. Most firms have no
professionally designed document management system.
The vast majority of accountants are working while on the go. This isn’t new, of course, but the risks of
something going wrong are only escalating. Not enough firms have deployed sound security policies or
installed the systems necessary to safeguard client and firm data.
Speaking of mobility, 55 percent of firms indicated they do not support tablet devices. As a result, 55
percent of firms have no way of managing the security of employee tablet use or any hope of developing a
technologically progressive strategy for adoption.
The study clearly shows that firms understand the imperatives of improving workflows – for effectiveness,
efficiency, speed, and cost. But too few have any real plans in place to move forward.
The vast majority of firms can’t even budget effectively for their technology. A whopping 85 percent fail to
break down their tech spend to a per-person metric. Firms certainly calculate per-person metrics for all sorts
of other activities, ranging from rent to pencils to health insurance.
About 38 percent of the people in charge of technology strategies regard technology not as a potential
competitive differentiator capable of providing competitive advantage, but, sadly, as a mere expense item.
Perhaps the most alarming finding from the study is that too many firms don’t know what they don’t know.
And what they think they know is wrong.
Specifically, a third of firms believe they currently use nothing that could be considered a cloud service.
9.5 Myth: If I transition to the cloud, I’ll lose control over my data.
Reality: The complete opposite is true. With cloud computing, small business actually have more
control over who can access their financial data.For example, if the owner and the small business client decide
to collaborate on the books using cloud accounting software, the client sets permissions for who can access
those records. They alone grant access to business partners, in-house accountants and administrators. Thus cloud
computing gives small businesses more power – by enabling them to collaborate with financial partners
anytime, anywhere and from any connected device.
10.1 Accountants will use increasingly sophisticated and smart technologies to enhance their traditional ways of
working, and these technologies might even replace the traditional approach. Smart software systems (including
cloud computing) will support the trend toward outsourcing services and greater use of social media via smart
technology will improve collaboration, disclosure, engagement with stakeholders and broader communities.
Social media (including Facebook, Twitter, and Google search) will reveal more data than any corporate
assurance report and stakeholders will use tools to interpret "Big Data".
10.2 Continued globalization will create more opportunities and challenges for members of the accounting
profession. While globalization encourages the free flow of money from one capital market to another, enhanced
overseas outsourcing activities and the transfer of technical and professional skills will simultaneously continue
to pose threats to resolving local problems (with different cultural, financial, and tax systems). Accounting firms
in the US, EU, and Australia are outsourcing services to India and China for the purpose of cost minimization,
which will create a shift in employment within the accounting industry in the West. As globalization has already
been negatively impacted by Brexit and Trump's presidential victory, accounting professionals are likely to see
themselves having a role in this transformation.
10.3 Increased regulation, and the associated disclosure rules, will have the greatest impact on the profession for
years to come. For example, increased regulation is imminent because of massive tax avoidance, transfer
pricing, and money laundering as exposed via the panama papers .Many professional (tax) accountants will be
affected by intergovernmental tax action to limit base erosion and profit-shifting.
XI. Conclusion
Cloud accounting software utilizes the Cloud to store accounting data. It makes financial information
accessible to owners and employees anywhere with an Internet connection. Every day, more and more
businesses are turning to cloud computing. From connected appliances to Internet-based education programs,
people all over the world are utilizing the cloud as a way of connecting with customers and making their own
business practices more effective. One business practice than an increasing number of businesses are turning to
Internet-based technology for is accounting. Today, small businesses across the globe are taking advantage of
the cloud when it comes to managing their finances and fewer and fewer startups now depend on a hard drive to
store and access their accounting data.
Cloud Computing could be hugely beneficial to accounting firms that take it up, allowing for the
analysis of huge volumes of data immediately and possibly cutting the burden of compiling half yearly or annual
reports in the process. The possibilities this technology holds for businesses and accounting firms are endless in
an economy that needs better services that take less time and cut costs. With clients able to do their own book-
keeping and tax work, the implementation of cloud computing could serve to elevate the role and services of the
accountant to that of a trusted business advisor.
Despite of the fact that cloud accounting will have a significant role to play in the near future around
the world, substantial research paper has not been published on this topic that may present an overview of the
phenomenon- cloud accounting. In this paper, the author has an intention to serve something in this regard that
can help to understand whether to take the advantage of technological advancement of cloud or not, as
information has been collected from most recent studies and expert opinions. Furthermore, it will provide a brief
overview of the cloud which may be helpful for the potential researchers in this field. However, there may be
some shortcomings of the paper due to the unavailability of sufficient literature.
References
Journal Papers:
[1] O. Dimitriu and M. Matei, Cloud accounting: A new business model in a challenging context, Procedia Economics and Finance,
32,2015, 665-671.
[2] L. Zhang and W. Gu, The Simple Analysis of Impact on Financial Outsourcing Because of The Rising Of Cloud Accounting, Asian
Journal of Business and Management, 5(1) ,2013, 140-143.
[3] S. Mohammadi and A. Mohammadi, Effect of Cloud Computing in Accounting and Comparison with the Traditional Model,
Research Journal of Finance and Accounting, , 5(23) ,2014, 104-114.
[4] https://www.paychex.com/articles/finance/benefits-of-cloud-over-traditional-accounting/ accessed on May 05, 2017.
[5] http://www.gmlcpa.com/category/accounting-blog/page/2// accessed on May 15, 2017
[6] http://www.worthofweb.com/blog/cloud-vs-traditional-accounting-software-which-should-you-use/ accessed on May 20,2017.
[7] https://channels.theinnovationenterprise.com/articles/cloud-accounting-vs-traditional-accounting/ accessed on May 10, 2017.
[8] https://sage-exchange.co.uk/news/industry-news/the-impact-of-cloud-accounting/ accessed on May7, 2017.
[9] http://www.smallbizdaily.com/cloud-accounting-vs-traditional-accounting-software/ accessed on May 3, 2017.
[10] http://www.accountingweb.com/community-voice/blogs/rick-telberg/accounting-firm-tech-systems-are-weak/ accessed on May 20,
2017.
[11] http://www.accountingweb.com/community-voice/blogs/amy-vetter/five-myths-your-clients-must-overcome-when-moving-to-the-
cloud/ accessed on May17, 2017.
[12] http://content.hubdoc.com/h/i/183191250-5-trends-that-will-change-accounting-forever/ accessed on May 23, 2017.
[13] http://www.thefinancialexpress-bd.com/2017/03/29/65537/Future-of-accounting-profession:-Implications-for-teaching-and-
research/ accessed on May 27, 2017.